How to Run a Conference Call

Conference calls are an effective method of communicating with a group of people scattered across the country or even throughout the world. Instead of flying people in to a meeting, it makes financial sense to set up a conference call so that everybody involved can listen and communicate. In this way, it's as if they were sitting around a conference table. Running a successful conference call takes prior organization, though, so don't be tempted to run one on short notice.

Instructions

1

Communicate the precise date and time of the conference call to all participants beforehand. This is particularly important if attendees are living in different time zones. Choose a time that is convenient for everybody. Inform participants of the dial-in code and any passwords necessary. Clarify who is picking up the telephone bill for the call.

2

Distribute a conference agenda with key objectives before the call so that participants know what to expect and have time to prepare. Send out a tip sheet of conference call etiquette, such as reminding people not to interrupt. This is particularly useful for new employees.

3

Appoint a facilitator for the conference. His role is to keep the conference on topic, make sure that it finishes on time and that everybody who wants to contribute can do so. The facilitator also introduces each person who dials in, giving information such as location and job title.

4

Choose your location and conference call audio equipment with care because too much noise can be distracting and make it more difficult for participants to hear the discussion.

5

Use the end of the conference call to recap what was discussed and to handle any questions and concerns. Make sure that everybody knows your contact details for follow-up communications by email or telephone.